Office Administration Assistant

Company Overview:

DAAA is an international multidisciplinary group of creative design companies with over 25 years of experience, bringing together the passion and talent of more than 35 dedicated professionals in Milano, Ragusa, Mumbai, and headquarters in Malta. 

Position Overview:

We are seeking a highly organized and proactive Office Administration Assistant to join our young, professional, and dynamic design and architectural studio. As an Office Administration Assistant, you will play a crucial role in ensuring the smooth and efficient operations of our office. Your attention to detail, excellent organizational skills, and ability to multitask will be essential in supporting our team and maintaining a productive work environment.

Responsibilities:

General Office Support:

1. Provide general administrative support to the office, including answering phone calls, responding to emails, and managing correspondence.
2. Greet clients, guests, and vendors, and provide them with a professional and welcoming experience.
3. Manage the office meetings room calendars, assist the CEO’s Executive Assistant with the schedule of appointments, and coordinate meetings and events.
4. Assist with documentation and book-keeping
5. Assist in creating and maintaining office documents, including reports, presentations, and spreadsheets.
6. Manage the filing system to ensure easy retrieval and organization of documents.

Office Operations:

1. Order and maintain office supplies, equipment, and inventory, ensuring stock levels are adequate.
2. Coordinate with external service providers, such as cleaning services and maintenance technicians.
3. Assist in monitoring and maintaining office facilities and equipment, reporting any issues promptly.

Travel and Logistics:

1. Arrange travel accommodations, including flights, and transportation for management and staff as needed.
2. Coordinate logistics for events, conferences, and business trips, including registrations and travel itineraries.

Team Support: 

1. Collaborate with the administrative team to support the needs of the design and architectural studio. 
2. Assist in organizing internal meetings, taking minutes, and distributing relevant documents. 
3. Provide administrative support to various departments and team members as required.

Requirements:

1. High school diploma or equivalent; additional education in office administration or related field is considered an asset. 
2. Proven experience in an administrative role, preferably in a design, architecture, or creative industry. 
3. Excellent organizational and time management skills with the ability to prioritize tasks effectively. 
4. Strong attention to detail and accuracy in data entry, document creation, and record-keeping.
5. Proficient in using office software such as Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
6. Excellent verbal and written communication skills, with a professional and friendly demeanor. 
7. Ability to work independently and collaboratively in a fast-paced and deadline-driven environment. 
8. Strong problem-solving skills and the ability to adapt to changing priorities. 
9. Familiarity with office equipment and basic troubleshooting knowledge. 
10. A positive can-do attitude and a willingness to take on new challenges. 

Apply today and embark on a rewarding journey with our growing international design and architectural firm.

Send your CV to info@daaahaus.com by no later than Friday, the 30th of June 2023.